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06/11/2018 MinutesMINUTES OFTHE REGULAR CITY COUNCIL MEETING OF THE CITY OF PARIS, TEXAS June 11, 2018 The City Council of the City of Paris irict for a regular session at 5:30 p.m. oil, Monday, June 11, 2018, at the City Council Chamber, 107 E. Kaufman, Paris, Texas. Present: Mayor Pro -Tem: Derrick Hughes Council Members: Renae Stone; Billy Trenado; Linda Knox; Clayton Pilgjim; and Paula Portugal City Staff'. John Godwin, City Manager; Stephanie Harris, City Attorney; Janice Ellis, City Clerk; Gene Anderson, Finance Director, Bob Hundley, Police Chief-, Larry Wright, Fire Chief, Carla Easton, City Engineer; Doug Harris, Utilities Director; Kent Klinkerman, EMS Director; Jerry McDaniel, Public Works Director; Alan Efrussy, Planning Director; and Clyde Crews; Fire Marshal Absent: Mayor: Steve Clifford Opening Agenda 1. Call meeting to order. Mayor Pro -Tem Hughes called the meeting to order at 5:30 p.m. 2. Invocation. Reverend Slaughter gave the invocation. 1 Pledge of Allegiance. Council Member Pil&nijn led the pledge, 4. Citizens' Forum. Jay Hodge, 3070 Aspen — he referenced the process used for selection of mayor and mayor pro -tem, citing there needed to be parliamentary procedures so that appointments could be made in a fair manner. He said when one council person is not heard then one-seventh of the citizens are not heard. Mr. Hodge also said Council would be making board appointments at their next meeting and they needed to make sure they had procedures in placing for making appointments. Reguilar Council Meeting June 11, 2018 Page 2 Louise Hagood, 556 Fitzhugh - she referenced the iriayor and mayor pro -tem selection and said the entire process took one and one-half minutes, with a single nomination. Mrs. Hagood said an opportunity for other names to be considered was an absolute must. She suggested the city attorney help the Council with procedures using Roberts Rules of Order, Carolyn Williams — she said she spoke three weeks ago about a lot being cleaned and it was done, and now you could see the stop s,ign. She said she had another problern, in that grass was over the railroad track, Consent .Agends Mayor Pro -Tern Hughes inquired of Council Members if they wished to pull any iterns frorn the consent agenda for discussion. There being none, a Motion to approve the consent agenda was made by Council Member Knox and seconded by Council Member Trenado. Motion carried, 6 ayes - 0 nays. 5. Approve rninutes from the rnecting of May 14, 2018. 6. Receive reports and/or minutes from the following boards and commissions: a. Paris Econornic Development Corporation (3-2-2018 & 4-20-2018) b. Building & Standards Commission (4-16-20)18) c. Historic Preservation Cornniisslon (4-11-2018 & 5-9-2018) d. Airport Advisory Board (4-19-2018) e. Paris Public Library Advisory Board (4-18-2018) f, Housing Authority of the City of Paris (4-17-2018 & 5-15-2018) g. Love Civic Center (3-8-2018) h. Paris Visitors & Convention Council (4-16-2018) i. Planning & Zoning Commission (5-7-2018) j. Traffic Commission (4-3-2018) 7. Receive April monthly financial report, 8. Approve transfer of Ground Lease from PTERODACTYL, L.L.C. (Hangar S) to Erik Zarones. 9. Approve RESOLUTION NO, 2018-014: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS APPROVING THE SUBMISSION Of,- AN EXTENSION OF AN AUTOMOBILE BURGLARY AND THEFT PREVENTION (ABTPA) GRANT FOR CONTINUATION OF THE NORTHEAST TEXAS AUTO THEFT TASK FORCE; APPROVING A CASH MATCH FROM THE CITY OF PARIS IN CONNECTION WITH SAID GRANT EXTENSION; AUTHORIZING THE EXECUTION OF ANY AND ALL DOCUMENTS NECESSARY FOR ACCEPTANCE AND IMPLEMENTATION OF SAID GRANT UPON NOTICE THEREOF; MAKING Regular Cound Meeting June 11, 2018 Page 3, OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN EFFECTIVE DATE. Regular Agenda Council Member Portugal requested that item 15 be rnovcd up, because there were a number of people at the meeting for this item. Mayor Pro -Tern Hughes moved to item 15. 15, Discuss and act on a procedure for appointing individuals to serve as council officers, and to serve on city council -appointed boards, committees, and commissions, and clarifying the selection process of boards and commissions for the 2018 year. Mayor Pro -Tern Hughes said Council Member Pilgrim placed this item on the agenda. Council Member Pilgrim said after the last Council meeting, he had received several calls from residents in several districts. He said residents expressed concern about not having a policy for the nomination process,. Council Member Pilgrim said they had three options received from Mr. Godwin. He also said videos of past meetings reflected the selection process was done in several different ways. Council Member Pilgrim suggested the fair way would be to have each council member nominate an individual for each of the boards and commissions, and then have those names drawn out of a fiat, with the first name drawn being the first one they take a vote on. Council Member Pilgrim said they needed a procedure instead of doing it one way one year and another way another year. He also said they may want to do the same process for the mayor and mayor pro -tern as opposed to changing the Charter, but could look at that at a later date. Council Member Portugal said there was a concern that the Charter lacked a procedure for the selection process. She did not favor the options Mr. Godwin brought forward. Council Member Portugal said Robert's Rules of Order were universally used, and they did not have to accept Robert's Rules completely but could edit them. Council Member Trenado said Mayor Clifford was elected mayor and he knew some did not like it but that was the vote, and the vote would probably still have been 4-3, Council Member Kjiox said she did not think they were asking to rescind the selection. She favored a stream line procedure so they do not have this confusion in the future, Council Member Trenado agreed with putting a procedure in writing, Council Member Stone agreed that they needed some type of procedure in place so that citizens were not confused. Mayor Pro -Tem Hughes said he spoke: with Mayor Clifford, who was also in agreement that a written procedure needed to be in place.. By the rules in place, Mayor Pro -Tem Hughes said the selection was legal. He agreed they needed to have a procedure in place and asked if anyone wanted to make a motion. Following additional discussion, Council Member Pilgrim said he thought they needed to get a procedure in place for selection of boards and commissions because the selection would be in two weeks. He said they could discuss the mayor and pro -tern Regular Council Meeting June 11, 2018 Page 4 selection when the entire Council was in attendance. Council Member Clayton said the language from Robert's Rules would be best for the mayor and mayor pro -tern, election. A Motion that Council hear all nominations, that all names be drawn from a hat by City Clerk Janice Ellis, and voted upon by Council in the order drawn, by a yes or no vote was made by Council Member Pilgrim and seconded by Council Members Stone and Knox. Motion carried, 6 ayes — 0 nays. 10. Conduct a public hearing on the TxCI BG Dickson Orange Street Project for Grant Closeout. City Engineer Carla Easton explained that a public hearing, was required oil this project prior to the grant close-out, Mayor Pro -Tern Hughes opened the public hearing and asked for anyone wishing to speak about this itern, to please come forward. With no one speaking, Mayor Pro -Tem Hughes closed the public hearing, 11. Conduct a public hearing to receive comment about a proposed Hazardous Cargo Route Designation. Ms. Easton explained that the City was proposing to designate Loop 286 as the Hazardous Materials route through Paris to limit exposure citizens to hazardous materials. She said TxDOT and FH JA had a process for designating a highway as a liar Mat route, and the first step in the process was to solicit input from the community and adjacent jurisdictions. Council Member Pilgrim inquired if this route included the entire loop, to which Ms. Easton answered in the affirmative. Mayor Pro -Tem Hughes opened the public hearing, and asked for anyone wishing to speak about this item, to please come forward. With no one speaking, Mayor Pro -Tem Hughes closed the public hearing. 12. Discuss and award a bid for reconstruction of portions of S. Collegiate, 33'd S.E., and Graham Streets to Richard Drake Construction in an amount not to exceed $920,000. Ms. Easton said the 2017 Street Prograrn included funding for improvements to S. Collegiate Drive from Lamar to Clarksville; 33°d S.E. Street from Lamar to Clarksville; and Graham Street from 3rd N.W. to the railroad. She also said six bids were received, and that Richard Drake Construction submitted the lowest qualified bid in the amount of $844,302.04. A Motion to approve this item was made by Council Member Knox and seconded by Council Member Trenado. Motion carried, 6 ayes - 0 nays. 13. Receive presentation from Main Street Advisory Board about completed improvements downtown and a 2018 plan of work. Regular Council Meeting June 11, 20,18 Page 5 City Council received a presentation from Main Street Director Cheri Bedford and the Main Street Advisory Board outlining completion of downtown improvements, activities downtown, fundraising efforts, grants, and their 2018 plan of work, Paris Downtown Association President Glee Ernmite reviewed recent downtown events, such as the Cinco de Mayo and the Art Walk. 14. Discuss and act on ORDINANCE NO. 2018-016: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, AMENDING ORDI I NANCES CREATING HISTORICAL OVERLAY DISTRICTS TO INCORPORATE "DESIGN STANDARDS FOR THE HISTORIC DISTRICTS OF THE CITY OF PARIS, TEXAS" ANI) ADDITIONS AND AMENDMENTS THERETO; PROVIDING A PENALTY CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE. City Manager John Godwin explained that the Historic Preservation Commission used the 2009 Design Standards which were never adopted as part of the preservation ordinance. He said the commission created a review committee to prepare a list of clarifications to the standards. Mr. Godwin also said the Commission voted in April to adopt the design standards as amended. Council Member Pilgrim inquired if the ordinance had been publicized. Mr. Godwin said it was posted on the website, Council Member Knox said she was the HP,C liaison, and they had reviewed it for a long time. A Motion to approve this item was made by Council Member Knox and seconded by Council Member Pil&,rirn. Motion carried, 6ayes —0nays. 16. Receive and discuss annual departmental reports from Public Works, Engineering, Utilities, and Finance. City Council heard from Utilities Director Doug Harris about rebuilding of pumps at Ground Storage, electrical and valve replacement of water transfer pumps, resurfacing the O.5 MG clear well, repainting of the sedimentation basin components, and the contract for installation of a screening structure to protect the headworks, of the treatment plant. Mr. Harris said installation of VFDs on the Pat Mayse intake pumps, replacement of sludge disposal pumps, completion of the headworks screening structure and purchase and installation of a belt filter press were capital improvement projects planned for FY 2018/19, ' Next, Finance Director Gene Anderson reviewed the warehouse, the utility billing office operations, and the finance office, Mr. Anderson said the primary goal for the utility billing office was the radio read nieter project and 25.3% of the 9',800 meters were now radio read meters. He also said the priority was funding to complete the radio read meter project. Mr. Anderson said the goals and priorities for the warehouse were above -ground fueling station with fleet management software and an all-weather surface loading/unloading zone. He also said the most recent major accomplishment was installation of an electronic inventory system. Mr. Regular Cound meeting June, 11, 201.8 Page 6 Anderson explained about needed renovations needed at city ball, which included windows rotting, cracked plaster and weather proofing of the exterior building,, as well as interior damage caused by exterior problems, Other items he asked to be considered were an update of the City pay scale, and an increase in contributions to the Fire Pension Fund by 2% City Engineer/Community Development Director Carla Easton reviewed the downtown plan, sidewalk grant matches, the need for a chief building official, airport hangars, and construction projects. Public Works Director Jerry McDaniel reviewed the need for an increase in starting pay for maintenance workers, heavy equipment needs, and swimming pool improvement needs. fle also reviewed parks development, programs for the Events Center, and status of drainage. 17. Discuss and act on Ordinance Amending Section 34-22(b), Water Rates, Section 34-23 (a)(b)(c), Sewer Rates to reflect changes recommended by the 2018 Water and Sewer Rate Study. Mr. Anderson explained that the City had treated water contracts with four major industries, and that the contracts required the City perform an annual cost of service study. He said the City retained NewGen Strategies and Solutions to conduct a Water and Wastewater Rate Study. Chris Ekrut with New Gen Strategies presented the findings of the rate study. In summary, Mr. Ekrut said the retail rates for both water and wastewater were insufficient and water usage for all wholesale custorners had decreased significantly. He went over the proposed residential and commercial water rates and residential and commercial wastewater rates, providing two scenarios for each. Mr. Ekrut also reviewed the proposed residential total monthly bills and a residential monthly bill comparison. Following additional discussion about the rates and publicizing of the proposed increases, City Council discussed what would happen if they did not pass this ordinance. Mr. Anderson said if they did not pass increases, the fund would go in the red. Mr. Anderson also said staff could advertise again by putting a paragraph of every resident's water bill. Mr. Godwin said he was sure Paris News would report on this subject again and suggested City Council table the itern to June 25. A Motion to table this item to June 25 was made by Council Member Pilgrim and seconded by Mayor Pro -Tem Hughes. Motion carried, 6 ayes, — 0 nays. 18. Consider and approve future events for City Council and/or City Staff pursuant to Resolution No. 2004-081. No, future events were referenced, Regular Councill Meeting June 11, 2018 Page 7 19, Adjournment. There being no further business, a Motion to adjourn was made by Council Member Trenado, and was seconded by Council Member Pilgi-im. Motion carried, 6 ayes — 0 nays. The meeting was adjourned at 7:05 p.m. C n. yn, D�ERRICK HUGHES, MAYOR PRO -TEM I Sr. NICF�ECLIS, CITY